HiveFleet - every van, date and driver in one place.
Keep your vans, cars, trucks, trailers and plant in HiveSuite: the key dates and reminders, who has which vehicle, daily checks and problems from your crew's phones, mileage and fuel, fines, and what each vehicle costs on your jobs. Built for small teams first, with extra tools when you need them.
30-day free trialEvery feature, every planFrom £34.99/mo inc VAT
the highlights
getting started
Add a vehicle in seconds
An Administrator switches HiveFleet on from the Modules page. It then appears in the sidebar, in the HivePlanner job form and as My vehicle in HiveCrew.
- 1
Pick the type
Van, car, truck, trailer or plant. Trailers and plant don't need a registration - give them a fleet number instead.
- 2
Type the registration
Press Look it up. HiveFleet fills in the make, model, colour, year, fuel and MOT date, and works out whether it's a car, a van or a truck.
- 3
Add your dates
The full MOT history comes in by itself. Add the tax, insurance, service and breakdown cover dates once and HiveFleet keeps an eye on them.
There is nothing to sign up for. If a registration is mistyped or can't be found, you're told plainly and can type the details in yourself. Plant counts hours rather than miles, and its service can be due at a number of hours.
key dates and reminders
One overview of what needs doing
The HiveFleet overview shows how many vehicles you have, what needs attention (most urgent first), what's off the road, open problems, and who has which vehicle today.
Every key date
MOT, road tax, insurance, service and breakdown cover for each vehicle, plus documents with an expiry date, such as a V5C or insurance certificate.
Reminders that suit you
Choose how far ahead you're reminded. Reminders arrive as notifications with an optional daily email, and you can choose a text for an expired MOT, tax or insurance or a vehicle that isn't safe to drive.
Drivers reminded too
Drivers can be reminded about their own vehicle's dates and their own licence.
Dates in plain English
"MOT runs out in 2 weeks" or "Tax ran out over 9 years ago", instead of counting days.
MOT history done properly
Every test in the right order with the test number, including a fail and a retest on the same day.
Off the road means quiet
Vehicles marked off the road stop showing MOT, tax and insurance reminders until they're back.
from your crew's phones
Vehicle checks and problems from HiveCrew
Crew see the vehicle they're in today under My vehicle in HiveCrew - the one they chose, the one booked on their job or their usual vehicle. They can change vehicle or say they're not driving today, if you allow it.
- A quick daily vehicle check, with a pre-use check for trailers and plant
- Ask for the check before their first job of the day, as a reminder, or not at all
- Report a problem with a note, a photo and how serious it is
- Log mileage and fuel, with a photo of the receipt
- Add a mileage reading when they set off and finish a job
- Checks, problems, mileage and fuel work with no signal in the HiveSuite Android app
A crew member reports the brake light is out and picks "Needs fixing soon". It shows on the Checks & defects board for the office.
A vehicle reported as not safe to drive is taken off the road, so it can't be booked onto jobs until it's fixed.
The office marks the problem as being fixed, then fixed. The vehicle goes back on the road and the record stays in its history.
vehicles on jobs
Book vehicles from HivePlanner
Pick vehicles in the job form or the job panel. HiveFleet checks each one first, and again when a job is moved on the planner.
Checked before it's booked
Already booked on another job at that time, MOT, tax or insurance expired, a serious problem or off the road - you see it before you save.
Block or allow with a reason
Choose which of these stop a booking. If you allow overrides, the reason is kept in the vehicle's history with who allowed it and when, and shows as "Booked anyway by" on the job.
No double bookings
Two people booking the same vehicle at the same moment can't both succeed. Cancelling or deleting a job frees its vehicles.
Repeating jobs
Every visit of a repeating job gets the series' vehicle, including visits created later. If the vehicle is booked elsewhere for a visit, that visit gets a note saying so.
What vehicles cost on each job
A fair share of each vehicle's running cost - a day rate - is added to job profit, shared between the jobs it was on that day.
On the planner and portal
Show the registration on job cards, filter the planner by vehicle and show vehicles on the map. You can also show the vehicle, and the driver's first name, on the customer portal job page.
the rest of the paperwork
Drivers, fines, mileage and stock
Driving licences
Keep everyone's licence details and expiry, record each licence check with the DVLA check code, and be reminded when the next check is due.
Fines and PCNs
Parking tickets, bus lane and speeding notices, congestion and clean air charges, with a photo of the notice, the driver at the time suggested and the usual deadlines filled in. Recharge to the driver or the customer.
Mileage you can trust
Every reading is kept, and the current one is always the latest by date, so typing in an old MOT never winds it back. A lower reading has to be confirmed by a fleet manager.
Stock on vehicles
Load stock from your stock list onto a vehicle and see where everything is. When crew take materials for a job, they come off their vehicle first, then the yard.
Desktop and phone
Every main page has a version made for phones, including the overview, the vehicles list, each vehicle, checks and problems, and fines.
Selling or losing a vehicle
Record the date, price or payout, VAT and who it went to when a vehicle is sold, scrapped, written off or stolen, and see what it cost you overall. Its stock goes back to the yard and reminders stop.
extra tools when you need them
Switch on only what you use
Most small firms only need the core. Under HiveFleet Settings you can turn on extra tool packs - each one is off until you choose it.
Operator licence and HGV tools
6-weekly safety inspections, drivers' hours, tachograph details and an audit pack to help you prepare for DVSA or FORS visits.
Workshop tools
Garages and suppliers with scorecards, work orders, three quotes before big spends, warranties, and reading garage invoices for you.
Finance tools
Lease and finance agreements, depreciation, company car tax (P11D), charging vehicles between companies, and profit and loss per vehicle.
Tracking
Connect a vehicle tracker for trips, watched areas and driving scores.
HiveFleet helps you keep the records that show your vehicles are looked after, but it isn't approved or endorsed by DVSA, FORS or any other scheme. Daily checks on vans under 3.5 tonnes are good practice rather than a legal schedule - operator licences, tachographs and 6-weekly safety inspections apply to goods vehicles over 3.5 tonnes.
works with
HiveFleet is part of HiveSuite
Ask HiveIntel fleet questions too, such as "Which vehicles have an MOT due in the next 30 days?"
common questions
HiveFleet questions
Is HiveFleet included in my HiveSuite plan?
Yes. HiveFleet is included on every plan at no extra cost, from Solo at £34.99/month inc. VAT. An Administrator switches it on from the Modules page or the Customisation Hub. Turning it off hides it again and keeps everything you entered.
What vehicles can I add?
Vans, cars, trucks, trailers and plant. Road vehicles are added by registration. Trailers and plant don't need one: give them a fleet number instead. Plant counts hours rather than miles, and its service can be due at a number of hours.
How does the registration lookup work?
Choose the type of vehicle, type the registration and press Look it up. HiveFleet fills in the make, model, colour, year, fuel and MOT date, works out whether it's a car, a van or a truck, and brings in the full MOT history. There is nothing to sign up for. If a registration is mistyped or can't be found, you're told plainly and can type the details in yourself.
Do my crew have to do a vehicle check every day?
You choose. Vehicle checks can be off, a reminder on the crew member's Today screen, or required before their first job of the day. Vans and cars get a daily vehicle check, and trailers and plant get their own pre-use check.
What happens when someone reports a vehicle isn't safe to drive?
It is taken off the road, so it can't be booked onto jobs, and it shows at the top of Needs attention and on the Checks & defects board. When the problem is marked fixed, the vehicle goes back on the road.
Can HiveFleet help with parking tickets and speeding notices?
Yes. Log the notice with a photo and HiveFleet suggests who was driving at the time from your jobs and who had the vehicle that day. It fills in the usual deadlines, such as 28 days to name the driver for a speeding notice, reminds you before they pass and records the cost when you pay. You can mark a fine to recharge to the driver or the customer.
How do driving licence checks work?
Keep each driver's licence details and expiry, and record every check you make with the check code the driver gets from GOV.UK. HiveFleet reminds you, and the driver, when the next check is due - every 1, 3, 6 or 12 months. Checks are recorded by you; HiveFleet doesn't connect to DVLA to check licences itself.
Is HiveFleet a DVSA-approved system?
No. HiveFleet helps you keep the records that show your vehicles are looked after - vehicle checks, problems and how they were fixed, MOT history, services and licence checks - but it isn't approved or endorsed by DVSA or any scheme. If you run goods vehicles over 3.5 tonnes, the Operator licence and HGV tools add 6-weekly safety inspections, drivers' hours, tachograph details and an audit pack to help you prepare for a visit.
Can I ask HiveIntel about my vehicles?
Yes. With HiveFleet switched on, people who can see the fleet can ask HiveIntel questions such as "Which vehicles have an MOT due in the next 30 days?" and get the answer as a report.